Communications Information

The Communications Ministry is here to help you inform, invite, and inspire. We’re not just a support team—we’re a ministry that partners with every ministry in the church to make disciples and connect people with the life and mission of FUMC.


Forms

Please use the Calendar tab in Shelby Membership to submit all event info. Use the check lists at the bottom of this page for tips of what to include in internal notes. The more info upfront, the more we can help promote your event. 

Dates to Remember:

Please be sure to complete a form when you're ready to promote your event. The forms are also how rooms are reserved with the front office. As you plan your dates, please email them to us so we can plan accordingly, if you are not yet ready to reserve your space with an event form. The more notice you're able to give us the more promotion we can do for you. We plan seasonally and monthly. Our seasonal planning time consists of planning out designs and external communications. We finalize internal communications such as bulletins, newsletters and social media monthly. The following month is planned out between the 15th-20th the month before. Please send any missing details accordingly. Please have Publications and Announcement info to the comms team no later than noon on the Monday before the Sunday you would like it to run. It is encouraged to reserve space for announcements at least 2-3 weeks before you would like it to first run. 

Here are dates to keep in mind to help make your event as successful as it can be! Note, all promotion dates are based on when you would like the promotion to begin running, not the date of the event. See the guides at the end of this page for more tips and turn around times.&nbsp;<b></b><br>

Here are dates to keep in mind to help make your event as successful as it can be! Note, all promotion dates are based on when you would like the promotion to begin running, not the date of the event. See the guides at the end of this page for more tips and turn around times. 


Please email any save the dates  (any time of year) to hannah@fumcdothan.org as you have dates finalized. 

Final late summer/Aug event details to include in VBS/summer event  Promotions: MAY 1

Looking ahead: we will begin collecting Fall and Stewardship by late June. Even though planning meeting isnt until July 22, please send any dates and info you expect to Hannah so we can prepare some graphics and planning. 

Details for Sept-November (and available Advent dates) will be due by July 27. 

January - April Season Planning: 

Comms team plans in Oct/Nov. 2026 Date TBD

Lent details: always due by early Jan

Summer Season Planning (May-August)

Dates and available details due in January 

Final summer details to be included in Holy Week Promotions: 2027 TBD

Comms Team - Out of Office Days



We can't wait to help make your ministry and events a success!

* Clarifying your message 
* Planning promotions strategically 
* Creating tools and resources to reach your audience 
* We aim to reflect the core values of Welcome, Worship, Disciple, and Serve in every message we help share.  

* Bulletin & newsletter placement 
* Website updates and blogs
* Social media posts and scheduling 
* Design event flyers, signage, and slides 
* Photography, video production, and livestream support 
* Sermon series and seasonal campaigns 
* Sunday slides and announcement graphics
*On campus TVs and digital Signage 
*Design and Coordinate promotional item projects and tshirts 
*Plan external promotion and publicity such as billboards, radio, and local media. 
*Assist with tech troubleshooting 
*Event production - slides, lights, sound, etc. 

Understanding how our planning cycle works is essential to achieving the strategic and timely communications needed to keep things running smoothly.
We know things come up—and that’s okay! But please try to keep our structure in mind and communicate with us as early as possible, even if you're just thinking you might have something coming.
The earlier we hear from you, the more opportunities we have to include your event or project across all channels.
We’re juggling requests from all ministries, and it’s much easier to remove something last-minute than to scramble to add it later. 

Important: We will not begin creating promotional materials (graphics, slides, etc.) until you are set on the event name, time, date, and location. These details get distributed across multiple platforms and can't be changed easily once published—so please lock in your basics first. 

We plan in three layers: 
1. Seasonal (Term) – Big picture planning every 4 months (Winter/Spring/Lent, Summer, Fall/Advent) Winter & Spring (Jan–April), Summer (May–Aug), Fall & Advent (Sept–Dec) - Mapped 6–8 weeks ahead of term start 
2. Monthly – Check-in, finalize timelines, fill in gaps 
3. Weekly – Bulletins printed, slides, website updates, and reminders go live; bulletin content due Fridays (1+ week prior)

Submission Deadlines Cheat Sheet
Bulletin Announcements: Due Friday (9+ days before Sunday run date)    
Newsletter Items: Submit by Monday to run that week’s Thursday edition    
Major Event Designs: Begin design process 4–6 weeks before promotion begins (not the event date)    
Videos/Promos: Submit request at least 6 weeks before you want promotion to begin to allow for scripting, filming, and editing  

Thinking ahead not only ensures your event gets the promotion it deserves—it also allows us to intentionally align your messaging with other events or campaigns targeting similar audiences.  

When we have notice, we can create handouts, slides, and coordinated posts that connect your ministry with others happening around the same time.  

Submit your event request early (the earlier the better—2-3+ weeks minimum for small events, 4 months recommended for church wide and community focused events)  * Share all the details: Who it’s for, what it is, where, when, why it matters  

If you don’t have all the details yet—still tell us it’s coming so we can save the space in publications and work you in to the promo planning!  

Use your own voice too! Share verbally, post on social, and encourage your team to do the same.  


Have something beyond a regular announcement or event? Email hannah@fumcdothan.org and let us know it's a special project.  
This includes things like:    
- T-shirt designs    
- Custom logos    
- Storytelling or ministry highlights    
- Large signage or branding packages    
- Website or page updates    
- Special Handouts    
- Long-term campaigns or multi-part promotions   

Please be as specific as possible with your vision.  

 If you have an example—even if it’s from another church or a screenshot of something you liked—send it our way!  
The more we know about what you're envisioning, the better we can bring it to life.    
If it ties to an event, try to include it on your event form.    
Let’s work together to connect people to Christ through your ministry! 

Let’s work together to connect people to Christ through your ministry!

Communications Resources    


Event Planning ChecklistProject Timelines

All FUMC Staff members with access to the one drive system have access to the following for additional materials:

  • All photos can be found in the “pictures” folder on the FUMC Shared Drive
  • Ready to use graphics, slides and more can be found in the communication folder located inside of the “general” folder on the FUMC Shared Drive